RFQ_36C25922Q0008.docx

36C25922Q0008

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

575-22-1-6041-0001

36C259-21-AP-4097

09-23-2021 John Cheng 303-712-5776 09-28-2021 16:00

MDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

X

561990 $12 Million

N/A

36C575 VA Western Colorado Health Care System Grand Junction VA Medical Center

2121 North Avenue Grand Junction CO 81501 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page Onsite Document Shredding Services for the Grand Junction VA Medical Center. All offers must be sent via email to and received by: john.cheng2@va.gov by no later than 4:00pm MDT on 9/28/2021.

U.S. Department of Labor Wage Determination No.: 2015-5423

Please submit your best offer, after quotes are submitted there is no renegotiation on pricing.

See CONTINUATION Page

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259 Tim Myers, timothy.myers5@va.gov Department of Veterans Affairs Network Contracting Office, NCO 19 6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Contract Specialist John Cheng, John.Cheng2@va.gov Department of Veterans Affairs Network Contracting Office, NCO 19 6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK

Document Destruction Service For Western Colorado Healthcare System

1. PURPOSE AND SCOPE OF WORK:

a. The purpose of this Statement of Work (SOW) is to contractually define VA’s requirement for the timely destruction of classified and personal identifiable information and/or documents by a Shredding contractor, which documents or items contain protected health information or individually identifiable information on veterans or employees.

b. The contractor shall provide all labor, equipment (inclusive of Confidential Information Consoles), supervision and management to provide material/document shredding services of classified and personal identifiable information that consist of hard copy media, paper, microfilm, microfiche stored data and other similar items containing personal, confidential and proprietary information.

c. At each facility contractor shall provide lockable Consoles, Blue bags and, Document Destruction Certificates after completion of document destruction. At the Veterans Affairs Medical Center in Grand Junction, CO provide quantity: 40, 32-gallon and quantity: 5, 64-gallon consoles/containers located in 7 separate buildings on campus, enough blue bags and document destruction with a destruction certificate bi-weekly. Paragraph 5.J. of the SOW has further details on the requirements of the containers.

d. Destruction techniques may include but not limited to shredding, pulverization, disintegration, purging, pulping an incineration in accordance with (IAW) Federal, State, and local laws and ordinances of the State of Colorado. The contractor shall provide scheduled service frequency based on paragraph 6 of the SOW. For unscheduled services that may arise from emergencies, the Contracting Officer (CO) or Contracting Officer’s Representative (COR) will direct changes to the schedule for a short period of time lasting no more than 2 weeks at no additional cost to the government. The contractor’s performance will be based on the SOW using the Quality Assurance Surveillance Plan (QASP).

e. In accordance with VA Handbook 6500.6, Contract Security, Certification and Accreditation requirements do not apply. Document Destruction Services hall comply with regulations issued by the Archivist of the United States which govern the methods of destroying records, (36 C.F.R. 1228.58, Destruction of Temporary Records) and VA Directive 6371, Destruction of Temporary Paper Records dated April 8, 2014. The Destruction Standard is contained in 36 C.F.R. 1228.58 which states: paper records that contain sensitive information may not be sold as wastepaper but must be wet pulped, macerated, chopped, shredded or otherwise definitively destroyed so that the information contained in the records is not readable or reconstructable. The destruction of the information must be witnessed either by a Federal employee or, if authorized by the organization that created the records, by a contractor employee. This witnessing may be completed by the contractor if a documented certification of destruction is provided to the VA that certifies complete and final destruction of the records.

f. Contractor shall provide all labor and materials to collect, secure and provide final onsite destruction services to destroy all sensitive and non-sensitive documents for the Grand Junction, CO Veteran Affairs Medical Center, 2121 North Avenue, Grand Junction, CO 81501-6428..

2. OBJECTIVES:

a. This is a Firm Fixed Price Services contract to shred, destroy and dispose of Materials and Documents with Personally Identifiable Information (PII) and other sensitive materials, as defined by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and related materials, from the Department of Veterans Affairs (VA) facilities in Colorado. These materials and documents include, but are not limited to papers, folder, microfilm and microfiche.

b. The objective of this contract is to ensure the legal, proper safe-keeping and physical destruction of personal, confidential and proprietary information consisting of, but not limited to, paper and other medium, microfilm, microfiche, stored data, and other similar items containing personal, confidential, and proprietary information per HIPAA, NARA Code of Federal Regulations - 36 CFR 1225 and NIST SP 800-88 and to provide the Department of Veterans Affairs, Veterans and employee privacy by destroying confidential information documents in accordance with:

1. VA Directive 6371, Destruction of Temporary Paper Records / See Appendix A

1. Privacy Act of 1974, 5 USC 552a

1. Federal Records Act, 44 USC Chapter 31

1. NSA/CSS 02-01, Evaluated Products List for High Security Crosscut Paper Shredders

1. NSA/CSS 02-02-M, Evaluated Products List for High Security Disintegrators

1. VA Directive 6300, Records and Information Management

1. Contractor Rules of Behavior/See Appendix C

1. VA Directive 6500, Information Security Program

1. VA Handbook 6500.1, Electronic Media Sanitization / See Appendix B

1. 36 CFR 1220.14 Subpart A, General Provisions, General Definitions

1. 36 CFR 1226.24, Destruction of Temporary Records (formerly 1228.58)

1. 44 USC 3302 § 1228.58 Destruction of Temporary Records

1. VA Directive and Handbook 0710, Personnel Suitability and Security Program

c. The Department of Veterans Affairs adheres to the Privacy Act of 1974 that was established to ensure that government agencies protect the privacy of individuals and businesses about information held by them.

d. Contractor shall execute the terms of this contract in a manner that will safeguard the confidentiality of all materials and information exposed to at any of the facilities.

e. Contractor shall perform all work in accordance with the guidelines of Federal, State and local ordinances. All safety practices prescribed by these agencies shall be followed. When applicable, Safety Data Sheets (SDS) are required to be submitted to the COR and/or PO.

3. GENERAL:

a. The contractor shall be National Association for Information Destruction (NAID) certified, bonded and insured. All contractors and contractor employees who participate in any part of the shredding process under this contract shall be NAID certified, bonded and insured. This requirement includes the shredding vendor, any off-site storage vendor, recycling and/or pulp mill vendor.

b. The Contractor shall provide enough vehicles capable of shredding and/or transporting all types of material as provided in this SOW at the time of service.

c. The contractor shall perform, or cause to be performed, shredding of paper and other information-holding media, such as microfilm, microfiche, stored data, and other similar items containing personal, confidential, and proprietary information with state-of-the-art, high capacity, high speed shredding equipment. All shredding shall be crosscut, performed with hands-free shred and be on-site at the Department of Veterans Affairs facility/location. The Contractor shall utilize high speed mobile shredding trucks, which have a camera for viewing the material being shredded/destroyed, which may be witnessed by a VA employee or the Privacy Officer (PO) or his/her representative or the Contracting Officer’s Representative

(COR).

d. The contractor shall provide locking containers in the appropriate size(s) for the collection of the materials intended for shredding. Containers shall be locked and the material unable to be retrieved once it is placed in the container unless it is unlocked by a Representative of the Department of Veterans Affairs or by the Contractor. The contractor shall maintain and service the containers on a regular basis. There will no storage of containers on-site as all collected documents will be shredded the day it was collected.

e. The contractor shall be responsible for collecting the locked containers from the predetermined locations at the facility and moving the containers from the pickup point or the holding area to Contractor’s vehicle for on-site destruction or appropriate transportation. The contractor shall then return the empty containers to the same location after the pickup and shredding process is complete.

f. Contractor personnel involved in the actual handling and shredding of materials at any facility shall have a background check completed.

g. The contractor shall allow only individuals aged 18 or over, who have appropriate contractor identification, to assist with the shredding/removal.

h. The contractor shall provide a written statement of assurance that all materials intended for shredding will be destroyed and unreadable utilizing an on-site crosscut shredding device. The contractor shall provide written assurance that all data is destroyed, and that nothing is removed from site un-shredded.

i. Contractor personnel involved in the actual handling and shredding of materials shall wear a contractor-provided, clearly readable identification badge that at a minimum state the name of the employee and the company. Contractor personnel's clothes are to be clean and maintained in good repair.

j. The contractor shall be required to interrupt their work at any time so as not to interfere with the normal functioning at any facility, including utility services, fire protection systems, emergency personnel, personnel, equipment, and other vehicles.

k. The contractor shall provide a written schedule of the days and times of anticipated performance at the facility listed in the contract, as shown on the attached Pick Up Schedule. Any changes to the schedule shall be approved by the CO in advance of the Contractor visiting the facility. The contractor shall schedule the times during normal business hours, which are between 8:00 a.m. and 4:00 p.m., federal holidays excluded.

l. The COR shall conduct an initial orientation to the facilities. Thereafter, the Contractor shall be responsible for conducting orientations to new Contractor employees. This will not relieve the Contractor's obligation to provide documentation of trustworthiness of new employees.

m. The contractor's vehicles used to perform this contract, shall be locked and the keys removed when not in use. All contractor vehicle(s) shall be identified and parked in a predetermined location agreeable to both VA and the Contractor.

n. The contractor shall have a quality control program to assure the requirements of this contract are provided as specified.

o. The contractor shall do the first shred on site, to the size required by the applicable laws, rules, regulations, and VA policies, and small enough that there is reasonable assurance in proportion to the data considered that confidentiality that the data cannot be reconstructed or read. The final action shall be the blending of the shredded paper into a paper mash (pulping) product that can be used for recycling into new paper products.

p. All shredding shall be accomplished on the government facility. Under no circumstances shall confidential information leave the government facility prior to shredding.

q. All sensitive information shall be made unrecognizable via shredding. At no time shall the contractor leave containers filled with confidential information unattended, i.e. hallways, streets, alleys, or backs of trucks. It is the responsibility of the contractor to ensure the contractor's vehicle and shred mechanisms are operational and do not impede the requirements outlined herein.

r. The contractor may be accompanied by a VA employee to ensure that all consoles are properly collected, sensitive information is being properly handled, and disposed of in accordance to all federal, state, and local regulations.

4. DESTRUCTION METHODS:

a. All pickups/removals shall be between 8 a.m. and 4 p.m., Mountain Time, Monday through Friday except for the following federal holidays:

When a federal holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the federal holiday for all U.S. Government agencies, including the VA

b. The government shall not furnish equipment, supplies, transportation, and/or labor to effect removal of property or material. All such equipment, supplies, transportation, and/or labor shall be furnished by the contractor. The government shall not sort paper, remove paper clips, staples, rubber bands or any other fasteners from restricted information. The contractor shall provide the necessary recycling containers for use in Government designated storage areas in sufficient quantities for the storage of the recyclable material accumulations prior to removal by the contractor. The COR shall be responsible for approving container styles and container locations/placements. At the time of each pick up, all paper must be removed to the satisfaction of the PO or the COR. After materials are completely shredded/made unrecognizable, 100% of the paper shall be recycled as directed below. The contractor shall be responsible for disposing of all shredded material off-site at the contractor’s own expense.

c. The preferred method of destruction is one that permits paper records to be recycled, while still meeting the requirements for final destruction to ensure lower environmental impact, however, if this is not possible then VA requires that the final destruction method of the paper records is one in which the records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or reconstructable to any degree.

d. Interim Destruction: Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or reconstructable to any degree, but does ensure that they are not readable or reconstructable without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction.

5. CONTRACTOR RESPONSIBILITIES:

a. Final disposition of VA paper documents may be performed away from the VA facility only after the interim document destruction is completed at the VA facility.

Again, interim destruction of these records must take place at the VA facility and this destruction must be to the degree that the information contained on them is not readable and not reconstructable without extraordinary effort.

b. Chain of custody---Methods of interim destruction carried out by a contractor must either be witnessed by a Federal employee or a contractor employee, and the written attestation shall be submitted to the Cheyenne VAMC Privacy Office.

c. Receipt -- At the time of each removal the Privacy Officer shall require the contractor or an authorized representative to sign a receipt in triplicate for property removed. The receipt shall include the following information:

1. Signatures of contractor's representative and the Privacy Officer.

2. Number of containers, estimated weight, and type of materials; and

3. Date of removal.

Removal receipts shall be furnished to the COR no later than the fifth (5th) day following each pickup.

d. Certificate of Destruction -- A written Certification of Destruction, which documents and attests to the completion of the destruction process, shall be provided to the Privacy Officer or the COR after the destruction of VA records has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records. The Certificate shall state that all confidential materials collected were properly destroyed in accordance with all applicable laws, regulations, and VA policies. Upon completion of any Shredding Service and within ten (10) business days after such service, the Contractor shall provide a written report of the services rendered to the Contracting Officer’s Representative (COR).

At a minimum the report shall consist of the following information:

· Service location.

· Service date(s).

· Name of Government employee or COR at service location.

· Destruction Certificate Document number

· Date of Destruction Certification.

· Amount of shredded material (number of containers picked up and/or pounds shredded).

· Annually, (on or before September 15th) report number of pounds of paper recycled from paper destruction.

Any violation observed or encountered must be reported IMMEDIATELY to the Contracting Officer’s Representative (COR), advising the Department of Veterans Affairs of the violation.

e. The contractor is required to wet pulp, macerate, chop, shred, or otherwise definitively destroy the information contained in the records so that it is not readable or reconstructable.

f. Off-site paper storage -- Any intermediary processes to include off-site storage of records, prior to final destruction must include physical protection of VA records until final destruction is completed. Physical protection means the records must be stored in a locked and secured area. Paper records that are collected for destruction must be kept in a manner that will prevent their content from being read by individuals with no official business need or right to access the data contained in these records. The method of collecting and processing these records must also prevent the loss or theft of these records until their final destruction.

g. Off-site paper storage duration – To insure a timely shredding processing of VA paper documents and to reduce risk and vulnerability of VA paper documents, vendor may store paper shred material from the trucks for a period of no later than 2 business days until the final destruction method is completed otherwise trucks should be emptied upon arrival to their main repository station.

h. Record material will be physically secured in the trucks during transport to the main repository stations.

i. If VA paper records are co-mingled with other non-VA entity records, the entire load or shipment will be required to be secured until final destruction is completed and verified. In the event that the vendor experiences a loss of records from the off-site storage facility, VA must be notified within 24 hours and vendor will take reasonable measure’s necessary to recover the lost paper data to include a physical search to locate records.

j. Vendor will provide a qty of 40, 32-gallon and qty of 5, 64-gallon collection containers/consoles to be distributed throughout the COR designated Grand Junction VA facility. VA staff will keep these secured in a manner that prohibits unauthorized individuals from accessing paper records identified for destruction that have been deposited into them. These containers/consoles must provide reasonable physical safeguards which may include, among other measures, locks or placements in secure areas.

k. Upon written request from the CO, the vendor shall provide additional 32-gallon or 64-gallon collection containers/consoles with service cost per additional container at the same rate as the other containers during the same performance period.

l. The vendor shall only service the full containers, and shall only charge the VA for the containers they service at the agreed upon rate during that period of performance. No additional fees shall be charged for containers not serviced during the scheduled bi-weekly service.

6. SHREDDING PICK UP CYCLE

Vendor pick-up dates – Shredding pick-up cycles are a direct reflection of VA facility size and quantity of paper output. Pick up is conducted bi-weekly at the Grand Junction VA Facility with a total of 26 pick-ups annually.

7. VA RESPONSIBILITY

a. Certifications of destruction must be maintained in accordance with applicable VA Records Control Schedules, and should only be accepted from data destruction or recycle vendors after final destruction has taken place.

b. VA personnel shall be responsible for the final destruction of temporary records and should develop a tracking method for ensuring that all receipts and certificates of destruction are submitted and maintained as required in this PWS.

8. INFORMATION SECURITY

a. VA Sensitive Information: VA sensitive information is all Department data, on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission; proprietary information; records about individuals requiring protection under various confidentiality provisions such as the Privacy Act and the HIPAA Privacy Rule; and information that can be withheld under the Freedom of Information Act. Examples of VA sensitive information include the following: individually identifiable medical, benefits, and personnel information; financial; budgetary; identifiable research; quality assurance; confidential commercial; critical infrastructure; investigation and law enforcement information; information that is confidential and privileged in litigation such as that which is protected by the deliberative process privilege, attorney work-product privilege, or the attorney client privilege; and other information which, if released, could result in violation of law or harm or unfairness to any individual or group or could adversely affect the national interest or the conduct of federal programs.

b. This contract does involve VA sensitive information. This is a contract for services of a contractor; however, they do not require access to a VA system. A contractor may have a need to transport VA records, co-mingled with outside records to an off-site storage area while they await final destruction. This means there is a possibility the records may be viewable, if removed from the shredding truck to a holding bin. This does not require the use of contractor owned IT equipment or assets neither does it involve the connection of contractor owned assets to a VA system or network. This does involve the storage and/or transport of VA sensitive information. The VA’s C&A requirements do not apply, and a Security Accreditation Package is not required.

c. Personally-Identifiable Information (PII): PII is any information about an individual including, but not limited to, education, financial transactions, medical history, and criminal or employment history, and information which can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, biometric records, including any other personal information which is linked or linkable to an individual.

9. CONTRACTURAL CLAUSES

a. Contracts governing the final destruction of temporary paper records containing VA sensitive information must contain a clause providing for inspection, upon request, by a VA representative of the contractor’s facilities where the records are processed, and final destruction takes place.

b. Contracts for destruction of temporary paper records must include specific clauses to ensure that PII and other sensitive temporary records are handled in a secure manner until they undergo final destruction. At a minimum, these contracts shall require documentation that any contractor who will handle the records until final destruction is completed is bonded, insured, NAID certified for paper/printed media destruction, and can provide reasonable physical safeguards for the data throughout the destruction process.

c. No VA paper records shall ever be placed with trash, recycling, or other refuse.

10. CONTRACT MANAGEMENT

The Contracting Officer shall delegate the Contracting Officer Representative (COR) to monitor the Contractor’s performance. The COR will conduct periodic reviews of contractor performance to ensure contract compliance.

11. PERFORMANCE STANDARDS

a. Quality Control. Contractor shall maintain a quality control program that ensures services are performed in accordance with these specifications throughout the entire contract period, and shall implement procedures to track, identify prevent, remedy and ensure non-recurrence of defective services. Additionally, the contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution, and shall immediately notify the Contracting Officer upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance.

b. Inspections and Acceptance. The Department of Veterans Affairs will evaluate the Contractor's performance using customer complaints, periodic on-site inspections, and may at the Government's discretion inspect each task to verify conformance and acceptance prior to payment. The Department of Veterans Affairs will also periodically evaluate Contractor's performance in accordance with the following Quality Assurance Surveillance Plan:

Quality Assurance Surveillance Plan:

Level Method of Surveillance

Area where shredding takes place is to be kept Area is free of refuse and oil/fluids. No

VA personnel

25 spare blue bags are to be kept on station at the Extra blue bags are required to allow

VA personnel

Surveillance: The PO or COR can receive complaints from VA personnel and pass them to the CO for correction.

Standards: The PO or COR shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed one customer complaints. The CO may consider complaints in excess of the standard as grounds for termination of the contract.

c. Procedures: Any VA employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the PO or COR and the PO or COR will complete appropriate documentation to record the complaint. The PO or COR will consider the customer complaint valid upon receipt from the customer. The PO or COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the PO or COR if not corrected. The contractor will be given eight (8) hours after verbal notification to address the unacceptable performance. If the Contractor disagrees with the complaint after investigation and challenges the validity of the complaint, the Contractor will notify the PO or COR. The PO or COR will investigate to determine the validity of the complaint. If the PO or COR determines the complaint is invalid, he or she will document the written complaint of the findings and notify the customer. The PO or COR will retain documentation for his/her files. If after investigation the PO or COR determines the complaint as valid, the COR will inform the Contracting Officer.

11. DEFINITIONS:

Final destruction. This is the process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or reconstructable to any degree.

Personally-Identifiable Information, (PII). PII is any information about an individual including, but not limited to, education, financial transactions, medical history and criminal or employment history, and information which can be used to distinguish or trace an individual's identity, such as name, social security number, date and place of birth, mother's maiden name, biometric records, including any other personal information which is linked or linkable to an individual.

Readable. Printed data is readable when strategies can be used to assist with decoding (the translation of letters and or symbols into sounds or visual representations of speech) data and arriving at comprehension through the use of morpheme, semantics, syntax and contextual clues to integrate the information they have read into their existing framework of knowledge in order to arrive at a meaning.

Reconstructable. Printed data is reconstructable when methods can be employed to reassemble the various portions of material in such a fashion that data can be decoded and meaning can be derived from the data found on the media.

Temporary Records. As defined in 36 C.F.R. 1220.14, temporary records are those records that have been determined by the Archivist of the United States to have insufficient value to warrant preservation by NARA. Temporary paper records are eligible for destruction by burning, pulping or shredding. Examples of temporary records would be copies of hardcopy documents for research or development projects.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW for servicing quantity of 40, 32-gallon consoles/containers bi-weekly (annually 26 Service Jobs).

Contract Period: Base POP Begin: 10-15-2021 POP End: 10-14-2022

0001AA

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW. Pricing is for based on one time service rate per qty: 1, 64 gallon container as a contingency for collection overflow Contract Period: Base POP Begin: 10-15-2021 POP End: 10-14-2022

Base Year Total $_________________

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW for servicing quantity of 40, 32-gallon consoles/containers bi-weekly (annually 26 Services).

Contract Period: Option 1 POP Begin: 10-15-2022 POP End: 10-14-2023

1001AA

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW. Pricing is for based on one time service rate per qty: 1, 64 gallon container as a contingency for collection overflow Contract Period: Option 1 POP Begin: 10-15-2022 POP End: 10-14-2023

Option Year 1 Total $_________________

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW for servicing quantity of 40, 32-gallon consoles/containers bi-weekly (annually 26 Services).

Contract Period: Option 2 POP Begin: 10-15-2023 POP End: 10-14-2024

2001AA

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW. Pricing is for based on one time service rate per qty: 1, 64 gallon container as a contingency for collection overflow Contract Period: Option 2 POP Begin: 10-15-2023 POP End: 10-14-2024

Option Year 2 Total $_________________

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW for servicing quantity of 40, 32-gallon consoles/containers bi-weekly (annually 26 Services).

Contract Period: Option 3 POP Begin: 10-15-2024 POP End: 10-14-2025

3001AA

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW. Pricing is for based on one time service rate per qty: 1, 64 gallon container as a contingency for collection overflow Contract Period: Option 3 POP Begin: 10-15-2024 POP End: 10-14-2025

Option Year 3 Total $_________________

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW for servicing quantity of 40, 32-gallon consoles/containers bi-weekly (annually 26 Services).

Contract Period: Option 4 POP Begin: 10-15-2025 POP End: 10-14-2026

4001AA

Onsite Document Shredding Services For the Western Colorado Health Care System IAW the SOW. Pricing is for based on one time service rate per qty: 1, 64 gallon container as a contingency for collection overflow Contract Period: Option 4 POP Begin: 10-15-2025 POP End: 10-14-2026

Option Year 4 Total $_________________

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.